Minutes of Tender Committee Proceedings

Tender No: Dy.CE-CON-MP-MAINT-2024-01 Closing Date/Time: 06.02.2024/ 15:00

Tender Committee Members

Role Designation Name

Convenor XEN/CON/SPTR ABHISHEK CHOUDHARY
Finance Member Sr. AFA/Con/Fin-I PRADIP CHOWDHURY

1. Name of Work Maintenance and house-keeping of Office

Building located at Silapathar, Dibrugarh and
Pasighat and Officer's Rest House located at
Murkongselek & Pasighat in connection with
Murkongselek-Pasighat New Line Project
including manning of Rest houses, cleaning,
mopping, scrabbing of premises, toilets,
circulating area, drains, open areas etc to
maintain hygiene and cleanliness for two years.
2. Tender Notice No. Dy.CE-CON-MP-MAINT-2024-01.SN/753-
760
3. Nature of Tender Open / Single Packet
4. Whether Tender No.
Discharged Earlier
5. Advertised Cost (INR) 90,52,174.09
6. Earnest Money(INR) 1,81,000.00
7. Period of Completion 24 Months
8. Validity 60 days from opening of Bid i.e. upto
06.04.2024
9. Tender Document Nil
Cost(INR)
10. Tender Document Sets 03
Issued
11. No. of Participating 02
Firms
12. Closing Date 06/02/2024 15:00
13. Funds Availability Fund is available as per certificate attached at
 SN/253.
14. Sanctioned Estimate CE/CON/04 of 2012-13
No.
15. Reference Dy. CE/CON/PAGT’s office Tender No.
Dy.CE-CON-MP-MAINT-2024-01 dated
16.01.2024. The tender was advertised
through News paper (SN-292-302) and
through www.ireps.gov.in. Tender document
is placed at SN/569-764.

2.0 INTRODUCTION

In connection with MZS-PAGT New Line Project the tender Schedule for work of
“Maintenance and house-keeping of Office Building located at Silapathar, Dibrugarh and
Pasighat and Officer's Rest House located at Murkongselek & Pasighat in connection
with Murkongselek-Pasighat New Line Project including manning of Rest houses,
cleaning, mopping, scrabbing of premises, toilets, circulating area, drains, open areas etc
to maintain hygiene and cleanliness for two years” has been prepared on the basis of
DSR-2021 and LARs of NS item rates an estimated cost of Rs. 90,52,174.09.

The approval of calling of open tender has been obtained from CAO/Con/I/NFR vide
Note No 32. of E-office File No. NFRCON-HQ/C0ENGG(WA)/6/2023-O/o
DY.CE/CON/PAGT/NFR (Computer No 99694) vide PP/10. Open tender was invited
vide tender notice at SN/753-760. Only two (02) tenderers has participated in this tender.
Work completion period of the work is 24 (Twenty four) months. Fund is available to
execute the proposed work and it is chargeable to Murkongselek-Pasighat New Line
Project.

3.0 PAYMENT (Earnest Money / Tender Document Cost) :

IREPS Ref Id / Documents

Amount Mode of
Bidder Bank Trans Id / placed at
Rs Payment
Date SN

Balram Singh-Kamrup - Exempted NA SN/567-568

Lokenath Traders, Cachar - Exempted NA SN/303-304

Shivam Communications, 181100 NE77302131309 SN/317

Online
Tinsukia 8
 Tender Document Cost stipulated against the tender is Nil

Total 03 nos of bidders have done transaction for Earnest Money. Out of three bidders,
two bidders have claimed exemption as both are registered as Small type of Enterprise
under UDYAM Registration and one bidder has deposited EMD by online transaction.

4.0 BRIEFING NOTE

4.1 The observation (s) in the briefing note & the clarification (s) against each observation is
as under:-
S.No Observation Clarification
.
1 As per Railway Board letter No. Financial tabulation statement and
2017/Trans/01/Policy dated08/02/2018, vetting Briefing note in the format
of briefing note and Financial tabulations is not automatically generated by IREPS
required. work tender Module is kept at SN/
769-770 and SN/771-773.

5.0 ELIGIBILITY CRITERIA

The following eligibility criteria was incorporated in the tender document:

5.1 Standard Financial Criteria

S No. Description

1.0 The tenderer must have minimum average annual contractual turnover of V/N or 'V'
whichever is less; where V= Advertised value of the tender in crores of Rupees, N=
Number of years prescribed for completion of work for which bids have been invited.
The average annual contractual turnover shall be calculated as an average of "total
contractual payments" in the previous three financial years, as per the audited balance
sheet. However, in case balance sheet of the previous year is yet to be prepared/
audited, the audited balance sheet of the fourth previous year shall be considered for
calculating average annual contractual turnover. The tenderers shall submit requisite
information as per Annexure-XIVA, of STD/June/22 along with copies of Audited
Balance Sheets duly certified by the Chartered Accountant/ Certificate from
Chartered Accountant duly supported by Audited Balance Sheet.

5.2 Standard Technical Criteria

S No. Description

1 Technical Eligibility Criteria as under (Document in support of Technical Eligibility

Criteria should be submitted/uploaded as per Anneuxre-V of tender document) :

1.1 (A)The tenderer must have successfully completed any of the following during last
07(seven) years, ending last day of month previous to the one in which tender is
invited:Three similar works each costing not less than the amount equal to 30% of
advertised value of the tender, or Two similar works each costing not less than the
amount equal to 40% of advertised value of the tender, or One similar work each
costing not less than the amount equal to 60% of advertised value of the tender.

1.2 (B) (i) In case of tenders for composite works (e.g. works involving more than one
distinct component, such as Civil Engineering works, S&T works, Electrical works,
OHE works etc. and in the case of major bridges - substructure, superstructure etc.),
tenderer must have successfully completed any of the following during last 07 (seven)
years, ending last day of month previous to the one in which tender is invited: Three
similar works each costing not less than the amount equal to 30% of advertised value of
each component of tender, or Two similar works each costing not less than the amount
equal to 40% of advertised value of each component of tender, or One similar work each
costing not less than the amount equal to 60% of advertised value of each component
of tender.

1.3 Note for para 1.2 above: Separate completed works of minimum required values for
each component shall also be considered for fulfillment of technical eligibility criteria

1.4 (b) (ii) In such cases, what constitutes a component in a composite work shall be
clearly predefined with estimated tender cost of it, as part of the tender documents
without any ambiguity.

1.5 Note for Para 1.0 above- Work experience certificate from private individual shall not
be considered. However, in addition to work experience certificates issued by any
Govt. Organization, work experience certificate issued by Public listed company having
average annual turnover of Rs. 500 crore and above in last 3 financial years excluding
the current financial year, listed on National Stock Exchange or Bombay Stock
Exchange, incorporated/registered atleast 5 years prior to the date of opening of
tender, shall also be considered provided the work experience certificate has been
issued by a person authorized by the Public listed company to issue such certificates.
In case tenderer submits work experience certificate issued by public listed company,
the tenderer shall also submit along with work experience certificate, the relevant copy
of work order, bill of quantities, bill wise details of payment received duly certified by
 Charted Accountant, TDS certificates for all payments received and copy of final /last
bill paid by company in support of above work experience certificate.

1.6 (b)(iii) To evaluate the technical eligibility of tenderer, only components of work as
stipulated in tender documents for evaluation of technical eligibility, shall be
considered. The scope of work covered in other remaining components shall be either
executed by tenderer himself if he has work experience as mentioned in clause 7 (a) (ii)
of Part-II of GCC or through sub contractor fulfilling the requirements as per clause 7
of Part-II of GCC or jointly i.e., partly himself and remaining through subcontractor,
with prior approval of Chief Engineer in writing. However, if required in tender
documents by way of Special Conditions, a formal agreement duly notarised, legally
enforceable in the court of law, shall be executed by the main contractor with the
subcontractor for the component(s) of work proposed to be executed by the
subcontractor(s), and shall be submitted along with the offer for considering subletting of
that scope of work towards fulfilment of technical eligibility. In case after award of
contract or during execution of work it becomes necessary for contractor to change
subcontractor, the same shall be done with subcontractor(s) fulfilling the requirements
as per clause 7 of Part-II of GCC, with prior approval of Chief Engineer in writing.

1.7 Definition Of Similar Work: - Any rest house/guest house, housekeeping work in
Govt./Semi Govt. Organization

5.3 Submission of Document Verification Certificate (as per Annexure-III)

S No. Description

1 Please submit a certificate in the prescribed format (please download the format from
the link given below) for verification / confirmation of the documents submitted for
compliance of eligibility / qualifying criteria. Non submission of the certificate, or
submission of certificate either not properly filled in, or in a format other than the
prescribed format shall lead to summary rejection of your offer.
 6.0 DISCUSSION ON OFFERS

The summary of offers received against the tender is shown below:

Estimated Cost Overall % Offer Value

Rank Firm Name
(in Rs.) (Above/Below) (in Rs.)

Shivam Communications, 63,12,080.99 /-

L-1 90,52,174.09 /- 30.27% below
Tinsukia

L-2 Lokenath Traders, Cachar 90,52,174.09 /- 13.34% below 78,44,574.69 /-

The Numerically lowest offer has been received from the tenderer M/s Shivam
Communications, Tinsukia. The tenderer has uploaded/submitted documents along with
his tender which is kept at SN/315-566.

6.1 Evaluation of offer by Shivam Communications, Tinsukia (L-1):

6.1.1 Standard Technical Criteria

The 1st lowest numerically quoted offer has been received from the Tenderer M/s Shivam
Communications, Tinsukia. From his enclosed certificates, it can be seen that he has
uploaded/submitted credential certificates against Standard Technical criteria, works as
under.

Actual Remarks
Value of Credential
Date of Date of
SN Name of work completed issuing Kept at SN
Award completi
work authority
on
1 Onsite services for 02.12.2 31.12.20 3,21,00,000. Regional Uploaded Valid
comprehensive House 019 21 00 Manager, credential Credentia
Keeping/catering & State Bank of at SN-341 l (> 60%
Maintenance of India to 342. of tender
Premises of State Bank Value)
of India branches (as
 per Annexure-I)
situated under Tinsukia
Region, for two years.

From the above table it is observed that the work mentioned at S No. 1 is similar to the
category of work “Any rest house/guest house, housekeeping work in Govt./Semi Govt.
Organization” and is completed on 31.12.2021 which is within 7 years of the closing date
of the tender. Hence it is concluded that M/s Shivam Communications, Tinsukia in last 7
years has completed a similar work of value more than 60% of advertised tender value
(i.e., Rs. 54,31,304.45), and hence satisfies the technical eligibility criteria.

6.1.2 Standard Financial Criteria

As per the standard financial criteria the tenderer during the previous three financial
years, must have minimum average annual contractual turnover of V/N or V whichever is
less; where V is advertised tender value of the tender in crores of rupees and N is number
of years prescribed for completion of the work. In this case V= Rs. 90,52,174.09 /- and
N=2; thus, the tenderer must have minimum average annual contractual turnover of Rs.
45,26,087.05 /-.

M/s Shivam Communications, Tinsukia has submitted the certificate issued by Chartered
Accountant “Om Prakash Sharma & Co (Membership No. 316784)” indicating the annual
contractual turnover for contractual payments. The certificate is supported by the Audit
Report under section 44AB of Income Tax Act. Details of contractual payment received
year wise is given below: -

Certificate
Contractual Payment Audit Report
SN Financial year Kept
received year wise kept at SN
at SN
1 2020-2021 Rs. 2,82,39,231.00 /- SN/340 SN/334-336

2 2021-2022 Rs. 3,40,76,566.09 /- SN/340 SN/323-333

3 2022-2023 Rs. 3,46,30,135.62 /- SN/340 SN/319-322

Total Payment received
Rs. 9,69,45,932.71 /-
=

Average Annual
Rs. 3,23,15,310.90 /-
Contractual Turnover =
 From the above table it is seen that M/s Shivam Communications, Tinsukia has average
annual contractual turnover of Rs. 3,23,15,310.90 /- which is more than stipulated
minimum average annual contractual turnover required of Rs. 45,26,087.05 /-, thus, he
satisfies Standard Financial criteria mentioned above.

6.1.3 Affidavit in Format Annexure-V: Affidavit in the prescribed format (as per Annexure-
V), as per para 5.2 the tenderer has submitted which is kept at SN/318.

6.1.4 Status of Documents required to be submitted by tenderer along with the offer: - In
addition to the documents in support of technical criteria, financial criteria, and the
Annexure-V, few more documents are required to be submitted by tenderer for
consideration by Railways. Details of documents submitted by M/s Shivam
Communications, Tinsukia is given below: -

No. Documents Annexure/ Whether Documents

Proforma uploaded kept at
1 Tender form first Sheet Annexure-1 Yes SN 315
2 Declaration by each partner of Annexure-A Yes but SN 402
JV/Consortium blank
3 Certificate of familiarization by Annexure-B Yes SN 401
tenderer
4 Format for Certificate by tenderer Annexure-V Yes SN 399
5 Bid Security Annexure- NA Paid Online
VIA Transaction
SN/317.
6 Annual Contractual Turnover Data Annexure- Yes SN 340
for previous 3/4 years VIB
7 Declaration form for relationship Annexure-D Yes SN 393
with railway employees
8 Company Profile Proforma-I Yes SN 392
9 Details of Works completed, and Proforma II, Yes Separately
payments received in last three IIA & IIB submitted as
years (i.e., current financial year work in hand.
and three previous financial years) SN/560-562.
10 Details of construction machineries, Proforma-III Yes but SN 387
tools and plants, vehicle etc. blank
available on hand and proposed to
be utilized in work
11 Details of technical and other key Proforma-IV Yes but SN 386
personal available on hand proposed blank
 to be engaged in the work
12 Details of court cases during last Proforma-V Yes SN 386
three years
13 Details of arbitration if any in last 3 Proforma-VI Yes SN 385
years
14 Broad Plan of execution of this Proforma-VII Yes but SN 385
work within the stipulated blank
completion period
15 Comprehensive Organisational Proforma-VIII Yes but SN 384
Chart blank
16 NEFT Form Annexure-H Yes SN 380
17 Standard Declaration by the Annexure-I Yes SN 378-379
tenderer
18 General Declaration for documents Annexure-J Yes SN 377
downloaded from Website
19 MOU & Agreement proforma for Annexure K Not
JV &L applicable
20 Proforma for Bank Guarantee for Annexure-M Yes but SN 370-371
Performance Guarantee blank
21 Request Letter from Executive Annexure-O Yes but SN 367
Branch to Accounts office for blank
opening of LC
22 Document for Authorisation for Annexure-P Yes but SN 366
letter of credit blank
23 Proforma for Novation Agreement Annexure-Q Yes but SN 365
blank
24 Work Completion Certificate in Annexure-S Yes but SN 364
case of composite work blank
25 Self-attested copy of (PAN) Yes SN-316
26 For Partnership firm-
(i)A notarized copy of partnership Yes SN 343-350
deed.
(ii)A notarized or registered copy of Yes SN 351-354
special Power of Attorney(duly
registered as per prevailing law) in
favour of the individual to tender
for the work, sign the agreement
etc. and create liability against the
firm as per proforma given in
Annxure-XIII (Not required if one
 or more partners are authorized in
Parternership deed to sign on behalf
of the firm.)
(iii)An undertaking by all partners Yes but SN 356
of the partnership firm that they are only one
not blacklisted or debarred by member
Railways or any other Ministry / has
Department of the Govt. of India / uploaded
any State Govt. from participation the
in tenders / contracts as on the date undertak
of opening of bids, either in their ing.
individual capacity or in any firm in Whereas
which they were / are partners. it was
Concealment / wrong information in required
regard to above shall make the to be
contract liable for determination submitte
under Clause 62 of the General d by all
Conditions of Contract the
partners.

From the above table it is seen that M/s Shivam Communications, Tinsukia have not
submitted the undertaking by all partners of the partnership firm that they are not
blacklisted or debarred by Railways or any other Ministry / Department of the Govt. of
India / any State Govt. from participation in tenders / contracts as on the date of opening
of bids, which was required to be submitted mandatorily as per the para 05 of
Commercial Compliance of NIT. Hence does not fulfill the required criteria and no
further evaluation is required.

In view of above discussion, Tender Committee is of opinion that M/s Shivam

Communications (L-1), Tinsukia is a not valid tenderer.

6.2 Evaluation of offer by Lokenath Traders, Cachar (L-2):

6.2.1 Standard Technical Criteria

The 2nd lowest numerically quoted offer has been received from the Tenderer M/s
Lokenath Traders, Cachar. From his enclosed certificates, it can be seen that he has
uploaded/submitted credential certificates against Standard Technical criteria, works as
under.
 Actual Remarks
Value of Credential
Date of Date of
SN Name of work completed issuing Kept at SN
Award completi
work authority
on
Outsourcing for
Maintenance (House The work is
keeping) of site camps completed
at Br 53, Br. 55, but final bill
Thingou-A including is pending as
gardening, supplying per Work Valid
Uploaded
and planting seasonal Completion Dy. Credentia
15.12.2 31.03.20 credential
1 flower plants and other certificate CE/Con/JRB l (> 60%
020 23 at SN-311-
ancillary works under attached. The M at SCL of tender
313
Dy.CE/Con-2/JRBM in total payment Value)
connection with against CA is
cinstruction of new B. Rs.
G. Railway Line 1,17,58,872.
Project from Jiribam to 02
Tupul (Imphal).

From the above table it is observed that the work mentioned at S No. 1 is similar to the
category of work “Any rest house/guest house, housekeeping work in Govt./Semi Govt.
Organization” and is completed on 31.03.2023 which is within 7 years of the closing date
of the tender. Hence it is concluded that M/s Lokenath Traders, Cachar in last 7 years has
completed a similar work of value more than 60% of advertised tender value (i.e., Rs.
54,31,304.45), and hence satisfies the technical eligibility criteria.

6.2.2 Standard Financial Criteria

As per the standard financial criteria the tenderer during the previous three financial
years, must have minimum average annual contractual turnover of V/N or V whichever is
less; where V is advertised tender value of the tender in crores of rupees and N is number
of years prescribed for completion of the work. In this case V= Rs. 90,52,174.09 /- and
N=2; thus, the tenderer must have minimum average annual contractual turnover of Rs.
45,26,087.05 /-.

M/s Lokenath Traders, Cachar has only submitted the Turnover certificate issued by
Chartered Accountant “KDP & Associates (Membership No. 515091)” indicating the
annual contractual turnover for contractual payments for Contracts works and supply
without any Audit Reports.. Details of contractual payment received year wise is given
below: -
 Certificate
Contractual Payment Audit Report kept
Financial year Kept
received year wise at SN
SN at SN
1 2020-2021 Rs. 1,57,44,502.00 /- SN/314 Not Submitted

2 2021-2022 Rs. 2,36,70,194.00 /- SN/314 Not Submitted

3 2022-2023 Rs. 86,40,837.00 /- SN/314 Not Submitted

Total Payment received = Rs. 4,80,55,533.00 /-

Average Annual
Rs. 1,60,18,511.00 /-
Contractual Turnover =

From the above table, it is seen that M/s Lokenath Traders, Cachar has average annual
contractual turnover of Rs. 1,60,18,511.00 /-. But the tenderer has not submitted the
Audited Balance Sheets with the Turnover Certificate, which was required to be
submitted as per Para 2.(B) of Tender Document and hence does not satisfies the
Technical Financial criteria and no further evaluation is required.

6.2.3 Affidavit in Format Annexure-V: Affidavit in the prescribed format (as per Annexure-
V), as per para 5.2 the tenderer has submitted which is kept at SN/305-306

6.2.4 Status of Documents required to be submitted by tenderer along with the offer: - In
addition to the documents in support of technical criteria, financial criteria, and the
Annexure-V, few more documents are required to be submitted by tenderer for
consideration by Railways. Details of documents submitted by M/s Lokenath Traders,
Cachar is given below: -

No. Documents Annexure/ Whether Documents

Proforma uploaded kept at
1 Tender form first Sheet Annexure-1 Yes SN 310
2 Declaration by each partner of Annexure-A No
JV/Consortium
3 Certificate of familiarization by Annexure-B No
tenderer
4 Format for Certificate by tenderer
Annexure-V No
5 Bid Security Annexure- No
VIA
6 Annual Contractual Turnover Data Annexure- Yes SN 314
 for previous 3/4 years VIB
7 Declaration form for relationship Annexure-D No
with railway employees
8 Company Profile Proforma-I No
9 Details of Works completed, and Proforma II, No
payments received in last three IIA & IIB
years (i.e., current financial year
and three previous financial years)
10 Details of construction machineries, Proforma-III No
tools and plants, vehicle etc.
available on hand and proposed to
be utilized in work
11 Details of technical and other key Proforma-IV No
personal available on hand proposed
to be engaged in the work
12 Details of court cases during last Proforma-V No
three years
13 Details of arbitration if any in last 3 Proforma-VI No
years
14 Broad Plan of execution of this Proforma-VII No
work within the stipulated
completion period
15 Comprehensive Organisational Proforma-VIII No
Chart
16 NEFT Form Annexure-H No
17 Standard Declaration by the Annexure-I No
tenderer
18 General Declaration for documents Annexure-J No
downloaded from Website
19 MOU & Agreement proforma for Annexure K No
JV &L
20 Proforma for Bank Guarantee for Annexure-M No
Performance Guarantee
21 Request Letter from Executive Annexure-O No
Branch to Accounts office for
opening of LC
22 Document for Authorisation for Annexure-P No
letter of credit
23 Proforma for Novation Agreement Annexure-Q No
24 Work Completion Certificate in Annexure-S No
 case of composite work
25 Self-attested copy of (PAN) Yes SN 307

The tenderer has not submitted the Audit Report/Audited Balance Sheets with the
Turnover Certificate to ascertain the actual Contractual Payments, which was required to
be submitted as per Para 2.(B) of Tender Document and hence does not satisfies the
Technical Financial criteria and no further evaluation is required.

In view of above discussion, Tender Committee is of opinion that M/s Lokenath

Traders, Cachar is a not valid tenderer.

7.0 REASONABLNESS OF RATES.

As both the participated tenderers has not fulfilled the required criteria and are not a valid
tenderer, hence no further discussion is required to be done regarding Reasonability of
Rates quoted by them.

8.0 RECOMMENDATIONS

In view of the above discussions, the tender committee recommends for discharge of
Tender as both the participated tenderer has not fulfilled the required criteria and are not
a valid tenderer.